College of Charleston Administrative Coordinator to VP for Facilities Management in Charleston, South Carolina

POSTING INFORMATION

Internal Title Administrative Coordinator to VP for Facilities Management

Position Type Classified

Faculty / Non-Faculty / Administration Non-Faculty

Pay Band 5

Level 1

Department Facilities Planning, Management, and Operations

Minimum Requirements

High School Diploma and four (4) years of relevant administrative experience is required. Bachelor’s degree and at least one year of administrative experience pertinent to facilities is highly preferred. Experience in a higher education facilities setting is preferred. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Must have excellent written and verbal communication skills. Excellent phone and customer service skills are required. The ability to integrate, interpret, and communicate information from diverse sources to address complex issues is required. Must have strong interpersonal, organizational and motivation skills. Skill in organizing resources and setting priorities is required.

Must have the ability to establish and maintain effective working relationships with a variety of individuals throughout a diverse campus community and maintain a professional demeanor at all times. Must be capable of initiating, coordinating and completing multiple projects and complex administrative tasks simultaneously, with minimal supervision, while ensuring deadlines are met. Must have the ability to take initiative in assessing and resolving problems and anticipating future needs.

Must have excellent attention to detail and strong analytical, research, and problem solving capabilities. Ability to analyze and interpret data is essential. Must be a self starter that can be flexible and adjust to changing priorities and direction at short notice. The ability to act decisively, calmly and effectively in emergency situations is required.

Must have a cooperative and collaborative working style. Must have a broad appreciation and undertaking of complex organizational issues and priorities, and the ability to make decisions for the benefit of the entire campus. Advanced knowledge and a thorough understanding of contemporary issues related to facilities management on a college campus is desired.

Must be skilled with databases, spreadsheets, PC/Mac and Microsoft Suite (Outlook, Word, Excel, and PowerPoint). Experience with Adobe and Photoshop is strongly preferred. Experience with Banner products, PeopleAdmin, and AiM Facilities Management software is preferred.

Additional Comments Regarding Position

Must be discreet and maintain confidentiality in handling confidential documents, materials, and other information. May be required to be on campus prior to & immediately following all emergencies such as hurricanes, floods, etc.

Special Instructions to Applicants

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

All applications must be submitted online https://jobs.cofc.edu.

Salary *$32,838 - $46,799

Posting Date 05/08/2018

Closing Date 05/24/2018

Open Until Filled No

Posting Number 2018072

EEO Statement

The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.

Quicklink for Posting http://jobs.cofc.edu/postings/7447

Job Duties

Activity

  1. PLANNING AND SCHEDULING: Oversees the calendar and meeting schedules for the Vice President for Facilities Management. Coordinates business affairs, personnel matters and may interpret policies and procedures. Makes travel and training arrangements and prepares travel documents for facilities department staff, as needed. Plans and executes conferences, training, and other events including developing agenda, contacting and confirming speakers, arranging for facilities, coordinating lodging and travel arrangements for speakers and participants, compiling participant conference materials, conducting conference session evaluations and assessing presentation and content value of each conference session.

Essential or Marginal Essential

Percent of Time 25

Job Duties

Activity

  1. COORDINATING AND COMMUNICATING: Issues communications to the division, department, and college community on behalf of the VP. Serves as liaison to administrators, faculty, staff, students, outside agencies and the public by providing information and facilitating communication. Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken. Composes confidential correspondence. Plans and coordinates communications including newsletters, flyers, reports, presentations, etc. for the facilities department and special projects as necessary.

Ensures appropriate information is posted on bulletin boards and that posted information is current. Develops, designs, and maintains a dynamic division website, ensuring compliance with College branding standards and other rules regarding access.

Takes minutes at assigned meetings, establishes meeting agendas and tracks follow-up on designated actions. As assigned, leads or assists with special projects, coordinates programmatic initiatives or other assigned duties. Supports the activities associated with the planning, development, monitoring, coordination, implementation and reporting of the department’s strategies and annual business plans.

Assists VP with tracking key metrics as assigned. Serves as a member of the facilities department Senior Leadership Team, as well as, serve on various campus committees as a representative of the department. May also represent the VP at various ongoing campus committees as assigned. Meets on a regular basis with facilities department Directors, Managers, and Supervisors for the purpose of reviewing the activities of the department, and to provide guidance and direction for the attainment of the facilities department’s goals and objectives as approved by the VP.

Essential or Marginal Essential

Percent of Time 25

Job Duties

Activity

  1. ADMINISTRATIVE AND CUSTOMER SERVICE: Investigates, evaluates and resolves typical administrative/operational problems or situations impacting staff/faculty work unit. Provides visitors with contact and location/parking information and schedules associated meeting room and other arrangements. Answers inquiries and composes correspondence on general and technical matters in accordance with established guidelines and forwards others items to a supervisor or appropriate staff. Uses independent judgment and informs VP of actions and resolutions. Follows up with individuals to ensure resolution was complete and acceptable.

Researches, analyzes, and compiles relevant information on a variety of complex, confidential, and facilities issues to ensure VP is prepared for a variety of meetings and presentations with internal and external constituents. Coordinates the VPs paperwork and approval workflow to include acting as the VP’s proxy for software systems such as PeopleAdmin, eProcure, and Banner Workflows. Attends meetings with or on behalf of the VP and follows up on open items.

Manages the facilities department performance scorecard to include development of tools and metrics and the continual maintenance and refinement of data and documentation to ensure program’s integrity

Essential or Marginal Essential

Percent of Time 25

Job Duties

Activity

  1. OFFICE MANAGEMENT: Prepares documents, mail merge distributions, publications, reports and proposals. Maintains departmental office supplies and equipment. Orders furniture, equipment, business cards, etc., procuring goods and services within established policies and procedures. Acts as point of contact for copier/printer/fax machine. Greets visitors, answers phones, disperses office mail, makes on-campus pickups and deliveries, preserves confidential documents, and assists senior staff as needed.

Essential or Marginal Essential

Percent of Time 15

Job Duties

Activity

  1. BUDGETARY, POLICIES AND PROCEDURES: Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with College policies and regulations. Coordinates with accounting staff and participates in annual, department FF&E; inventory, including reconciliation of discrepancies. Follows established internal controls and other procedures in accordance with applicable policies and laws. Updates supervisor on discrepancies or issues. Adheres to budget procedures and daily operations processes according to policies and procedures established by the College, State, and other governing agencies. Ensures services are managed in compliance with College and departmental standards, policies and procedures. Keeps informed of, interprets, and applies rules, regulations, policies and procedures set forth by College and the State.

Essential or Marginal Essential

Percent of Time 5

Job Duties

Activity

  1. PAYROLL AND PERSONNEL: Provides back-up support as payroll/leave system timekeeper for the department and ensures compliance for records of absence, time reporting and other personnel documents and functions.

Essential or Marginal Essential

Percent of Time 5

Required fields are indicated with an asterisk (*).

    • How did you hear about this employment opportunity?
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  2. Internal Job Posting
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  15. SC Works (SC Department of Employment and Workforce)
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Applicant Documents

Required Documents

  1. Resume Optional Documents

  2. Cover Letter / Letter of Application

  3. Other Document
  4. Other Document 2
  5. Other Document 3